1 2
1 1
4 CITY OF SAN MATEO
RESOLUTION NO. ____ (2025)
APPROVING AN ALTERNATIVE PURCHASING PROCEDURE TO AWARD A THREE-YEAR AGREEMENT FOR CITYWIDE ELEVATOR MAINTENANCE SERVICES WITH ADVANCED ELEVATOR SOLUTIONS, INC. IN THE AMOUNT OF $232,000, WITH TWO OPTIONAL ONE-YEAR EXTENSIONS SUBJECT TO FUTURE COUNCIL APPROVAL WHEREAS, the City of San Mateo currently has over 19 conveyances, such as elevators and wheelchair lifts, across its facilities and parking garages which require ongoing inspections, repair and maintenance services to ensure public safety; and
WHEREAS, the City has contracted these elevator services since 2017 and the term of the current elevator maintenance services agreement expires on July 31, 2025; and WHEREAS, in May 2025, staff issued a request for proposals (RFP); and WHEREAS, staff received inquiries from multiple qualified participants, conducted a mandatory facilities walk through, and received proposals for a three-year term; and WHERAS, staff analyzed each submitted proposal and evaluated each on the following factors:
Organization and Experience, Key Personnel, Approach and Understanding and Cost proposal; and WHEREAS, staff selected Advanced Elevator Solutions, Inc. as the recommended firm based on a review of its proposal; and
WHERAS, sufficient funding is available in the Building Maintenance Fund for these elevator maintenance services; and
WHEREAS, San Mateo Municipal Code Section 3.60.030 generally requires competitive bidding for contacts of $100,000 or more; and
WHEREAS, San Mateo Municipal Code Section 3.60.070(h)(3) authorizes the City Council to approve an alternative purchasing procedure when it is in the best interest of the City; and WHEREAS, utilizing the RFP process is more beneficial to the City because the City is not required to accept the lowest bid, but rather may evaluate other factors in addition to price such as Organization and Experience, Key Personnel, and Approach and Understanding; and WHEREAS, an RFP allows the City to consider proposals where the purpose and/or performance is known but for which no unique specification exists; and WHEREAS, the RFP process is in the best interest of the City as proposals are considered upon ability along with cost savings to the City; and
WHEREAS, based on these circumstances, staff recommends award of a three-year agreement to Advanced Elevator Solutions, Inc. in the amount of $232,000.00 for elevator maintenance services.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that:
1. Adoption of this resolution approving an alternative purchasing procedure to award an agreement to Advanced Elevator Solutions, Inc. is exempt from CEQA review as an “existing facility,” because inspections, testing, and maintenance of the City’s elevator and wheelchair lifts 1 2
1 1
4 consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. (CEQA Guidelines Section 15301.)
2. In accordance with San Mateo Municipal Code Section 3.60.070(h)(3), the award of an agreement to Advanced Elevator Solutions, Inc. based on an RFP process is in the City’s best interest for these reasons:
a.The RFP process is more beneficial to the City for these services because the City is not required to accept the lowest bid, but rather may evaluate other factors in addition to price such as Organization and Experience, Key Personnel, and Approach and Understanding.
b.The RFP process allows the City to consider proposals where the purpose and/or performance is known but for which no unique specification exists. c.The RFP process is in the best interest of the City as proposals are considered upon ability along with Cost savings to the City.
3. The award of a three-year elevator maintenance services agreement to Advanced Elevator Solutions, Inc. in the amount of $232,000, with a contingency reserve in the amount of $8,000 per contract year, is approved.
4. The Public Works Director is authorized to issue change orders within the contingency amount and execute the agreement in substantially the form presented.